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11.Resilience DirectThe Directorate has access to the Resilience Direct Extranet. Resilience Direct isused to store key documents relating to emergency response in Cumbria and to postpublic warning messages etc during an emergency.12.PLAN ACTIVATION AND CALL OUT PROCEDURESHow the Plan will be Activated The alert will be received from the Duty Emergency Planning Officer/DutyDirector, by the Key Directorate Contact on behalf of the Directorate. The Key Directorate Contact will undertake the role of Welfare Co-ordinator ornominate an appropriate officer. Once the decision has been taken to activate this plan, the following categorieswill be used to ensure that nominated Officers are kept informed, during anUnusual or Major Incident, whilst avoiding if possible the unnecessarycommitment of personnel and resources:(i)(ii)(iii)Request to “Stand By”.Request to “Implement”.Request to “Stand Down”. “Stand by” will be used as an early warning to relevant officers of a situationwhich might at some later stage require a response from the County Council. “Implement” will be used to request the immediate deployment of officers andresources in activation of the Plan. “Stand down” will be used to signify the phased withdrawal of the CountyCouncil response. The Duty Emergency Planning Officer or Duty Director will notify the Directorateshould the situation change, and will advise the Directorate to review thecurrent activation status.Call Out ProceduresAs is shown in Emergency Response Activation and Call out Procedures diagram, aKey Directorate Contact will be contacted by the Duty Emergency Planning Officer orDuty Assistant Director with as much information as is available at that time and arequest to Stand By or Implement some or all or specified responses.It should be noted that whilst the actual circumstances of an individual incident willdictate how it is handled, all staff are expected to take a full and active part in anyaction required of them, unless there are clear reason why they cannot do so. Whencalled to respond, staff will be expected to cancel appointments and meetings andgive total priority to the work requested.2

A regular check of staff who have agreed to be called out in an emergency(Emergency Response Register) is maintained by the Customer SupportDevelopment Manager. This list will be updated on an annual basis and is kept inthe storage facility in the Incident Room at Health and Care Services and issued toKey Directorate Contacts.3

Diagram 1Emergency Response Activation and Call Out ProceduresIf urgent need forresponse will alertappropriate agencySend Directorate Repto County CouncilControl Centre if onehas been set upDuty EmergencyPlanning OfficerKey DirectorateContactWelfareCo-ordinatorImplement Plan forthis type of incidentand identify welfarearrangements foremergencyassistance centres (ifrequired)District LeadCrisis SupportTeamReceives call fromemergency servicesand briefs KeyDirectorate Contacton nature of incidentand cascade statusUndertakes WelfareCo-ordinator role ornominatesappropriate WelfareCo-ordinatorIf out of hours, notifyCarelineCall out CrisisSupport Team staff *Notify vulnerablesitesEmergency Assistance Centre or othernominated centres* The Key Directorate Contact / Welfare Co-ordinator may call out the Crisis Support Team directly. Crisis Support Teams may not becalled out, depending upon the incident4

Diagram 2Health and Care Services Emergency Response Structure rol RoomChildren’sServicesIncident RoomWelfare Co-ordinatorOtherDirectorates,as appropriateHealth andCare ServicesIncidentRoomWelfareCo-ordinationTeamCrisis SupportTeam eEvacueeEmergencyAssistanceCentreFriends aryHumanitarianAssistanceCentreHospitals

10.ROLES AND RESPONSIBILITIESA.Key Directorate ContactsObtain as much information as possible about the incident including: The nature of the incident (e.g. Fire, flood, etc)Where exactly it has taken placeThe scale of the incident (numbers involved, casualties etc)Telephone number for further contact and subsequent informationLocation and telephone number, if available, of any Centres/facilitiesestablished, and what they areExpected responseAny other relevant information Contact and call out resources as required, including: Other senior managers to assist in the mobilisation of staff and resources Staff as required to attend any Emergency Assistance Centres established(ONLY ON THE REQUEST OF AN EMERGENCY PLANNING OFFICER) Staff to attend other Centres established Staff to open up the Incident Room (if required).The Directorate has identified the following Officers from Directorate ManagementTeam as Key Directorate Contacts: Corporate Director Health and Care ServicesAssistant Director – DisabilityAssistant Director – Older PeopleAssistant Director – Cumbria CareAssistant Director – Health and Well BeingOther Nominated OfficersThe names and telephone numbers of Directorate Emergency Contacts are kept by theKey Contacts and are also contained within the County Council Emergency CommunicationsDirectory.See APPENDIX K – ACTION CARD: KEY DIRECTORATE CONTACT for an Action Cardrelating to the Key Directorate Contact role and the key considerations.B.Welfare Co-ordinatorDuring small scale incidents and prior to the establishment of the Welfare Co-ordinationTeam, an appropriate Welfare Co-ordinator will be appointed by either Health and CareServices or Children’s Services to lead and co-ordinate the welfare response appropriate tothe emergency.The key roles of the welfare co-ordinator are: Liaise with Resilience Unit Duty OfficerLiaise with Crisis Support TeamsAssess the need to convene a Welfare Co-ordination Team6

Establish communication with multi agency welfare partners such as District Council,Police Family Liaison Co-ordinator, Cumbria Partnership Foundation Trust, ClinicalCommissioning Group, NHS England, relevant voluntary agencies.First point of contact for all welfare issues relating to the emergency.Cascade information to Careline if out of hours.Cascade information to vulnerable sites.Maintain log of all actions and decisions taken.This role ensures clarity around the Directorate’s own response in terms of businesscontinuity, and the lead multi agency welfare role.The welfare co-ordinator has full authority to allocate resources, and how the welfareaspects of the Supporting People in Emergencies plan are delivered on behalf of CumbriaCounty Council in conjunction with the Assistant Director representative at the ControlCentre or the County Council representative at Strategic Co-ordinating Group (SCG).The Welfare Co-ordinator can be based at any location as deemed practical by the incident,and will be included in any teleconferences with County Council representatives at StrategicCo-ordination Group.See APPENDIX J – ACTION CARD: WELFARE CO-ORDINATOR for Welfare Co-ordinatorAction Card.7

Welfare Coordinator Activation and Alerting Cascade – Multi AgencyPOLICECCC RU DUTY OFFICERInitially takes on role ofWelfare Coordinator forCCCINITIATE ANY URGENT VOLUNTARY SECTORRESPONSEHEALTH AND CARE SERVICESKEY CONTACTIn consultation with Resilience UnitDuty Officer nominate WelfareCoordinator from H&CSS or CSDirectoratesDistrict LeadWELFARE COORDINATORCrisis SupportTeam(s) (H&CareSand CS)Assess the need to convene aWELFARE COORDINATIONTEAM(physically/virtually)ESTABLISH COMMUNICATION WITH MULTIAGENCY WELFAREPARTNERS (as dictated by the nature and scale of the incident)Children’sServicesKey Contact(If not WC)DistrictCouncilEmergencyLiaisonOfficer(if ESCsopen)Police FamilyLiaisonCoordinator(if fatalities)NHSCumbriaRelevantvoluntaryagencies notalreadyactivated(see above)8

Health and Care Services – Call Out ProceduresIf urgent need for responsewill alert appropriate agenciesDuty EmergencyPlanning OfficerSend Directoraterepresentative to CountyCouncil Control CentreKey DirectorateContactImplement plan appropriate fortype of incident and identifywho will managearrangements for each siteEmergencyAssistance CentresReceives call from emergencyservices and briefs KeyDirectorate Contact on natureof incident and cascade statusstandby/callout/stand downIn consultation with ResilienceUnit (and Director(s) ifappropriate) nominate WelfareCo-ordinator (Health and CareServices or Children’s).Crisis SupportTeamBusiness continuityat baseImplement directoratebusiness continuityarrangementsOther nominatedvenues9

C.County Council Control CentreThe ‘Control Centre’ is the centre of the County Council management of any incident.It is multi-Directorate/agency and is based in the Control Room in Fire HQ at Penrith.Access is limited to specific managers, (plus their secretarial/administrative support),nominated by individual Directorates and/or agencies, (depending upon the specificincident), with each being allocated a work area, including telephones and computeraccess.The Control Centre is the place to which all requests and/or queries are routed, eitherby senior managers or the public/partner agencies. The managers staffing theCentre will make decisions, based on information received, as to the next stages ofaction to follow. This may include requesting specific information or action to beundertaken via the Directorate ‘Incident Room’, (see below), or liaison with otherDirectorates/Agencies to agree the action required and clarify responsibilities.The lead officer at the Control Centre will need to ensure that any specific printeddocumentation and documents stored at the Control Centre for the sole use of Healthand Care Services are kept up to date.Health and Care Services managers staffing the Control Centre must maintaindetailed logs of all activities. Specific stationery will be available in the Control Centrefor this purpose.D.Incident RoomThe ‘Incident Room’ is the centre of the Health and Care Services management andco-ordination of any incident. It is most likely to be based in the Conference Room inthe Headquarters building on Portland Square, Carlisle, but in exceptionalcircumstances may be based in alternative accommodation.Requests forinformation and/or action to be taken by the Directorate will be managed through theIncident Room.Notification of an incident and the requirement to set up the Incident Room will comevia the Key Directorate Contact, Corporate Director of Health and Care Services or arepresentative, following notification of an incident. In the case of notification, anyprior booking for the Conference Room will be cancelled and staff will be expected torelocate to the room immediately.The people who will probably be required to staff the Incident Room will be; Representative from Directorate Management TeamSecretarial support to interrogate Health and Care Services client recordsAdministrative supportRepresentative of Social CareRepresentative of Cumbria CareRepresentative from Public HealthHealth and Safety ManagerRepresentative of the Contracts SectionOther relevant managers as necessary10

A lead manager should be appointed for the Incident Room who will: Receive handover from Welfare Co-ordinator.Establish contact with the County Council Control Centre.Establish contact with the Crisis Support Team/s.Establish contact with any relevant providers.Ensure the maintenance of detailed logs of all activities.Ensure sufficient staff are available within the Centre to operateOrganise staff rotas.effectively.These staff will have the ability to call on any other relevant staff and partner/provideragencies to support action required depending on the incident being dealt with. Itmay also require staff to work outside of their normal contracted work on a temporarybasis to support the situation.These staff will be expected to keep a detailed log of all activities, including phonecalls received and made; requests for staff; partners/providers contacted andresponse received; funding expended and/or committed, etc. These logs will becollected at the end of any incident, used for debrief and to provide evidence ofactivity. They will be stored in Headquarters and be available for any queriesfollowing the incident.Full details of the facilities available for use in an emergency are provided inAppendix A – Health and Care Services Incident Room as is how to arrange accessto the facilities.When each Incident Room is closed down at the end of an emergency this store willbe replenished to ensure it is ready for the next incident. When specific items areupdated as part of the routine revising of documents, forms, etc, the old version mustalso be replaced in the store.E.Welfare Co-ordination TeamThe Director of Health and Care Services will establish and Chair the WelfareCoordination Team. The Directorate will also provide secretariat for the Team.The Welfare Coordination Team will report to the Strategic (then subsequently theRecovery) Coordinating Group.The following agencies will be represented on the Welfare Co-ordination Team: Health and Care ServicesPolice.Children’s ServicesCumbria Partnership Foundation Trust / Clinical Commissioning GroupHealth Protection AgencyPublic HealthRepresentatives from the responding voluntary agencies e.g. ChurchesTogether in Cumbria, WRVS, British Red Cross, The Samaritans.District Council (for the area(s) in which the emergency has occurred).Resilience UnitOther agencies (co-opted with the agreement of the Team).11

The Welfare Co-ordination Team will meet at regular intervals throughout theemergency in order to formulate policy concerning the provision of welfare.See APPENDIX I – ACTION CARD: WELFARE CO-ORDINATION TEAM WelfareCo-ordination Team Action Card.F.Crisis Support Teams‘Crisis Support Teams’ are the localised response to an incident.Where the Key Directorate Contact / Welfare Co-ordinator considers that the CrisisSupport Team should be activated and convened, it will be the responsibility of theDistrict Lead (or deputy) to gather the appropriate representatives together.These will include: District LeadTeams Manager(s)District Support Team ManagerLocality Support ManagerCumbria Care Operations ManagerRepresentative from Children’s ServicesThey will liaise with, or may even be based together with the other relevant agencies,depending on the specific circumstances of the incident.Crisis Support Teams will be led by Health and Care Services staff (or Children’sServices if more appropriate) but may be multi-agency and include specific agencies,such as Churches Together, Cumbria Fire and Rescue, Cumbria Police, Samaritansand the Salvation Army. The Team/s may be operating in different locationsdepending upon the incident.The Crisis Support Team will be led by the District Lead, and will: Appoint Emergency Assistance Centre Lead Manager for each CentreestablishedOrganise, oversee and support all staff involved in the welfare response at thelocal level.Establish contact with the Incident Room and give regular updatesOrganise staff rotas in the Centres establishedRaise any potential and actual problems with the Incident Room, or WelfareCo-ordinator, as soon as possible.Maintain a detailed log of all actions taken during the incident and ensure theselogs are transferred to the Incident Room at the end of the Incident.Record any lessons from the response and feed into the main incident debriefUndertake business continuity management for priority services within theDistrict.It will be necessary for detailed logs to be maintained of all actions taken during theincident. These logs will be stored in Headquarters along with the logs from theIncident Room.12

The County Council as a whole supports the District

Health and Care Services Contingency and Business Continuity Plan L Davidson March 2014 Version 2.2 . 2 DOCUMENT CONTROL APPROVAL AND REVIEW Original Author: Lynne Davidson Last Approved By: Directorate Contingency Planning Group Date Originally Published: 22 December 2011 Date of Next Review: March 2015 DATE VERSION